Post on 28-Dec-2015
Kuali Research AdministrationFunctionality of MIT Coeus – Awards
Kuali Days / November 2007Tempe, Arizona
Heather B. ArnettUniversity of Arizona
Susan MundtUniversity of Arizona
Ann C. SpaldingMichigan State University
KRA /KFS Process Flow
Awards Module
Completion: April 2009 Quality Assurance: July 2009
Release: August 2009
Highlights of KRA Awards
• Functionality is based on MIT’s Coeus System with Princeton’s budget model
• Detailed budget • Infrastructure allows for electronic document routing• Information links between Kuali Modules (Proposal
and IRB data brought forward to Awards)• Electronic record keeping
Award Panel
• Certain data elements flow from the proposal into the Award panels
• An award can be linked to one or more proposals from the Proposal Development/Budget Module
• Each award will be identified with a unique system generated Award ID and Sequence ID
• The panels provide detailed information about award, sponsor, program, payment requirements, pre-award spending and sponsor terms and conditions
• The Additional Information panel contains the institutional account number and project classifications
Other Header Panel
• A Sponsor template may be created, maintained, and updated based on sponsor and award type to pre-fill selected data elements – Reduces data entry and error by automating
entry of standard terms, conditions, reports and contacts for a given sponsor
• Details competing/non-competing renewal information, award type, payment method and basis
• Details payment and invoicing instructions
Subcontracts Panel
• Contains information about subcontracts associated with the award
• Two sections:– Approved Subcontracts for this Award
• Anticipated subcontracts for the award
– Subcontracts where this award is a Funding Source
• Issued subcontracts for the award
Keywords Panel
• Allows user to search for specific award by topic
• Help in identifying the type of research/project being conducted
• Facilitates institutional reporting on research and sponsored projects by topic and area
Budget Versions Panel
• Based on Princeton Budget Format– Any version of the budget may be copied
from an identified proposal • Category summary (i.e., personnel, supplies,
travel)
– Ability to re-budget – New budget may be created– Routing capabilities for approval – Maintain budget history
Money and End Dates PanelsNew Awards
• Dates• Anticipated and Obligated Funds
Changes
• Corrections to existing information
New Entries• Adding additional funds, other trackable changes
Summary• Information about an Award - Cost Share, Indirect
Costs, Subcontracts, etc.History
• Maintains historical changes to award
Money and End Dates - Coeus
• Sequence 1– New Award
• Sequence 2, 3…– New Obligations / Distributions– Reductions in Obligations / Distributions– No Cost Extensions only if entered in as a Award New
Entry
• KRA will allow tracking of new entries similar to the Coeus’ current model of sequencing
Personnel Panel
• Contains information about the Award’s investigator(s), and other project contacts
• Pulls from proposal
Special Review Panel
• Contains information regarding research functions that require special review – Human Subjects– Biohazards– Animal Care
• Will pull information from Compliance Modules (IRB)
Custom Data Panel
• Panel may be customized to meet institution-specific data needs
• Allows for local customization without hindering upgrades
Questions Panel
• Contains certification information– Lists pertinent questions relating to the award – Answers act as certifications
Permissions Panel
• Customizable list of individuals who have access to an award– View access– Modify access – Institutional specific access
Notes & Attachments Panel
• Attachments may be added as part of the award for future viewing – Word– Excel– pdf
• Notes may be added by users instead of an attachment
Award Actions Panel
• Maintains – Award print options– Award summary information– Award history detail– Award specific terms and conditions– Award specific reporting requirements– Award copy functionality– Ability to add ad hoc approvers to routing process– Award document route log
Terms
• Contains information about terms and conditions related to the award– Equipment Acquisition– Invention– Other Approval/Notification Requirement– Property– Publication– Referenced Documents– Rights in Data– Subcontract Approval– Travel
Ad Hoc Recipients and Route Log
• Ad Hoc Recipients– Approval routing– Acknowledgement routing – FYI routing
• Route Log– Details standard approvals for select action
plus any Ad Hoc Recipients– Provides status of action in the routing
process
Other Highlights
• Contacts Panel
• Award Hierarchies
• Indirect Cost
• Cost Sharing
• Award Closeout
Contacts Panel
• Detailed information about sponsor contacts related to the award
• Contact details stored and pulled from Rolodex to reduce data entry and error
• Contacts captured based on contact type and name / organization
Award Hierarchy
Level One: Parent014289-
001
014289-002
014289-003
014289-004
014289-005
014289-006
014289-009
Level Three: Grandchild
014289-007
014289-010
014289-008
Level Two: Child
QUESTIONS
Presenters will be in the laboratory following this session.
Resourceswww.kuali.org
www.coeus.org